CW26087-1 -Updated Carpet and Flooring Solicitation PUBLISH.pdf

OKLAHOMA COUNTY

CW26087-1

Carpet and Flooring Installation SOLICITATION TYPE (ITB) Invitation To Bid

Solicitation Issue Date: October 2, 2025 Questions Due Date & Time: October 8, 2025 at 12:00 PM Response Due Date & Time: October 22, 2025 at 8:30 AM

***Bids are due October 22, 2025 by 8:30 am. Bids will be opened at the next regularly Board of County Commissioners Meeting.***

Return SEALED BID To:

Oklahoma County Purchasing Office

Attn: SEALED BID – CW26087-1 320 Robert S. Kerr, Suite 203

Oklahoma City, OK 73102 Bidder’s FEI/SSN:___________________________

Company:_________________________________

Address:__________________________________

Contact name: ____________________________

Phone Number: ____________Fax No._________

Email Address: ____________________________

SHIP TO ADDRESS/PLACE OF PERFORMANCE:

County Wide

Contact Information

Phone Number: 405-713-1489 E-mail: purchasing@oklahomacounty.org mailto:purchasing@oklahomacounty.org

NON COLLUSION AFFIDAVIT FORM

REQUIRED FOR COMPETITIVE BID

Date: October 2nd, 2025 Bid/RFQ #: CW26087-1 Description: Carpet and Flooring Installation

I, the undersigned of lawful age, being first duly sworn on oath say that he (she) is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with any County Official or employee as to quantity, quality or price in the prospective contract or any other terms of said prospective contract; or in any discussions between bidders and any County Official concerning exchange of money or other thing of value for special consideration in the letting of a contract.

No person, firm or corporation who is convicted of or pleads guilty to a felony involving fraud, bribery, and corruption or sales to the State or to any of its political subdivisions may make sale of real or personal property to Oklahoma County.

Affiant further states that full payment shall be made of all indebtedness incurred by such contractor or his subcontractor who performs work in performance of any contract using labor, and or materials or repairs to and parts for equipment used and consumed in performance of a contract with Oklahoma County. False execution of this affidavit shall constitute perjury and is punishable as provided by law.

Company Name: ________________________________________________________________ Bidder’s Name and Title (Type or Print): ______________________________________________

Bidder’s Signature: ____________________________________________Date: _____________

NOTARY PUBLIC (or CLERK or JUDGE)

Subscribed and sworn before me this ________ day of _____________________, 20 _________ My Commission Expires My Commission No. is

Based on S.A.&I. Form 1-0425 (2000)

Based on S.A&I. Form 1-4001 (2005) Revised form for Oklahoma County approved by S.A&I. August 19, 2002

AFFIDAVIT FOR CONTRACTS AND PAYMENTS

STATE OF OKLAHOMA )

) SS

COUNTY OF OKLAHOMA )

The Undersigned (Architect, Contractor, Supplier or Engineer), of lawful age, being first duly sworn, on oath states that this contract is true and correct, and that the Affiant is the _____________________(title) for _____________________________(name of contractor), and that the affiant is authorized by the Contractor to sign this Affidavit and thereby bind both the Affiant and the Contractor.

Affiant further states that the (work, services or materials) will be (completed or supplied) in accordance with the plans, specifications, orders or requests furnished the Affiant. Affiant further states that (s)he has made no payment directly or indirectly to any elected official, officer or employee of the State of Oklahoma, any county or local subdivision of the state, of money or any other thing of value to obtain or procure the contract or purchase order.

That the Affiant understands and agrees that the Affiant, by signing this Affidavit under oath, hereby represents and warrants that the Contractor is in compliance with Resolution No. 279-99 adopted by the Board of County Commissioners of Oklahoma County [(the “Board”)] on 10-4-99, which provides that no officer or employee of Oklahoma County, whether hired, elected or appointed, shall be interested, directly or indirectly, in any contract for services, work materials, supplies or equipment, or the profits thereof, or in any purchase made for or sales made by, to or with Oklahoma County, AND ALL SUCH CONTRACTS IN VIOLATION OF SUCH RESOLUTION SHALL BE ABSOLUTELY VOID; provided, however, the following shall not be in violation of such resolution: (a) contracts entered into by the Board with publicly held corporations; or (b) contracts entered into by the Board that arise from settlements or arrangements of claims or lawsuits brought by or against Oklahoma County that are being prosecuted or defended by the office of the District Attorney; (c) the depositing of funds or contracts for the depositing of funds in a bank or other depository; or (d) contracts entered into by the Board with an individual or organization that is the only reasonably available source for the work, services, or materials sought by the Board.

Business name of Contractor, Architect, Supplier or Engineer

By____________________________________________________

Printed Name of Affiant: __________________________________ Individually and on behalf of the Contractor

NOTARY PUBLIC (or CLERK or JUDGE) Subscribed and sworn before me this ________ day of _____________________, 20 __________ My Commission Expires My Commission No. is

Note: 62 OKL.ST.ANN. §§ 310.9 (B), authorizes counties executing more than one contract, exceeding $25,000.00 during the fiscal year, with an Architect, Contractor, Engineer or Supplier of Construction Materials to accept one affidavit applying to all work, services, or materials completed or supplied under the terms of awarded contracts, or which are needed on a continual basis; such affidavit to be in lieu of all individual affidavits for each invoice submitted in relation to such contract.

OKLAHOMA COUNTY PURCHASING

CONFLICT OF INTEREST FORM

Date: October 2nd, 2025 Bid/RFQ #: CW26087-1 Description: Carpet and Flooring Installation

I certify that neither I, nor my immediate family, to the best of my knowledge, possesses any financial interest whatsoever with any employee, officer, or agent of Oklahoma County which is in any way involved in this solicitation. Should any employee, officer, or agent of Oklahoma County in which I or my immediate family have a financial interest, receive quotes or proposals, I will reveal immediately such interest to the Director of Purchasing. Further, I acknowledge my obligation to disclose in like manner any friendships;

family or social relationships; past, present, or planned employment relationships, or any other type of relationship, such as housing or transportation arrangements, which might be perceived as compromising the independent judgment in connection with this solicitation.

Date: ______________ Signature__________________________________________________

Name and Title: ________________________________________________________________

SECTION 1 GENERAL PROVISIONS

1. Explanation to Bidders.

Bidders who need clarification shall contact the Purchasing Agent shown on the ITB/RFP. Oral explanations or instructions given before award of a bid will not be binding. Any information given a bidder concerning a solicitation will be provided promptly to all other bidders as an amendment, if that information is necessary in submitting bids or if the lack of it would preclude other bidders.

2. Type of Solicitation.

This is a firm fixed price for the services specified.

3. Preparation of Bids.

a. Bidders are expected to examine the solicitation, statement of work, instructions, and all amendments. Failure to do so will be at the bidder’s risk.

b. Each bidder shall provide the information required by the solicitation. Bids shall be typewritten or written in ink, notarized with original signatures. Penciled bids, faxed or emailed bids will not be accepted. The person signing the bid shall initial erasures or other changes.

c. Bid price shall be entered on the form provided or a copy thereof.

d. If supplier wishes to bid “all or none” this must be clearly shown on the bid.

e. Recipients of this solicitation not responding with a bid shall return only the front sheet annotated with “no bid”, their company name and address.

4. Changes.

No alteration in any of the terms, conditions, price, quality, scope, or specification of this solicitation will be effective without written consent of the Purchasing Agent or appropriate Purchasing Officer.

5. Amendments to Invitation to Bid.

a. If this solicitation is amended, then all terms and conditions, which are not modified, remain unchanged.

b. Bidders shall acknowledge receipt of any amendment to this solicitation by signing and returning the amendment form. County Purchasing Department must receive the acknowledgement by the opening time and date specified for receipt of bids.

6. Rejection.

All services acquired herein are subject to approval by the County. Any rejection of services and remedy thereof, resulting because of nonconformity to the terms and specifications of this solicitation, will be at the Vendor’s risk and expense.

7. Oral Agreements.

No oral statement of any person shall modify or otherwise affect the terms, conditions, or specifications stated in the solicitation. All modifications to the solicitation must be made in writing by the County Purchasing Department.

8. Bid Compliance.

The County reserves the right to reject any bid that does not comply with the requirements and specifications of the solicitation. A bid shall be rejected when the bidder imposes terms or conditions that would modify requirements of the solicitation or limit the bidder’s liability to the County.

9. Evaluation and Award.

The County shall evaluate bids in response to this solicitation and will award to the lowest responsible bidder.

a. The County shall evaluate bids in response to this solicitation and shall award to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered; and

b. Evaluation criteria may include, but is not limited to the operational cost to the County, quality and/or technical competency, delivery and/or implementation schedule, maximum facilitation, data exchange and/or integration, vendor stability, best solution to proposed planning documents and/or strategic program, vendor experience, vendor prior performance, vendor expertise with similar scope, extent and quality of proposed participation and acceptance of all user groups, proven methodology and tools, innovative use of current technologies and quality results by vendor.

c. The County must award only to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources.

d. This solicitation will not and does not include any state or local geographic preference for local contractors

e. The County may (1) reject any or all bids, (2) accept other than the lowest bid, and (3) waive informalities or minor irregularities in bids received.

f. The County reserves the right to accept by item/category, group of items/categories, or by the total bid.

g. The County may make multiple awards for the same or similar services to two or more sources under this solicitation.

10. Notice of Award.

A notice of award letter signed by the Oklahoma County Commissioners will be furnished to each successful bidder. The award notice is ONLY a notice to the successful bidder(s). No work must be performed without a purchase order being issued by Oklahoma County.

11. Invoicing Instructions.

a. The invoice shall state the name and address of the firm and shall be sufficiently itemized to clearly describe each item purchased, the unit price when applicable, the number or volume of each item purchased, the total purchase price, purchase order number, and the date of the purchase.

b. The vendor shall be paid upon submission and approval of proper invoices at the prices stipulated within the awarded bid. Invoices shall contain the purchase order number.

Failure to follow these instructions may result in delay of processing invoices for payment.

c. Oklahoma County payment terms are Net 30 days from receipt of invoice, after services are rendered.

12. Identification.

All invoices, instruction manuals, and other written documents in relation to this solicitation shall contain the applicable purchase order number.

13. State and Federal Taxes.

Purchases made by the County are exempt from State Sales Taxes (68 Okla. Stat. 71&23532) and from Federal Excise Taxes (Chapter #32 of the Internal Revenue Code). These taxes should not be included in price quotation. Exemption certificates will be furnished upon request.

14. Warranty.

a. The successful bidder agrees that the supplies or services furnished under this award shall be covered by the most favorable commercial warranties the Supplier gives to any customer for such supplies or services; and rights and remedies provided herein are in addition to and do not limit any rights afforded to Oklahoma County by any other term of this bid.

b. Vendor warrants that articles supplied under this order conform to specifications herein and are fit for the purpose for which such goods are ordinarily employed except that if a particular purpose is stated, the material must then be fit for that particular purpose.

15. No Conflicts Provision: The Contractor, by signing this bid/proposal, hereby represents and warrants that the Contractor is in compliance with Resolution No. 279-99 adopted by the Board of County Commissioners of Oklahoma County (the "Board") on October 4, 1999, which provides that no officer or employee of Oklahoma County, whether hired, elected or appointed, shall be interested, directly or indirectly, in any contract for services, work, materials, supplies or equipment, or the profits thereof, or in any purchase made for or sales made by, to or with Oklahoma County, AND ALL SUCH CONTRACTS IN VIOLATION OF SUCH RESOLUTION SHALL BE ABSOLUTELY VOID; provided, however, the following shall not be in violation of such Resolution:

a. contracts entered into by the Board with publicly held corporations; or

b. contracts entered into by the Board that arise from settlements or arrangements of claims or lawsuits brought by or against Oklahoma County that are being prosecuted or defended by the office of the District Attorney;

c. the depositing of funds or contracts for the depositing of funds in a bank or other depository;

or

d. contracts entered into by the Board with an individual or organization that is the only reasonably available source for the work, services, or materials sought by the Board.

16. Construction Project Bid Requirements (Construction Contracts Only as required by law).

The Contractor, by signing this bid/proposal hereby represents and warrants that the Contractor is in compliance with Oklahoma State Statute Title 61 Section 107.

a. A bidder on a public construction contract exceeding Fifty Thousand Dollars ($50,000.00) shall accompany the bid with:

1. A certified check, cashier's check or bid bond equal to five percent (5%) of the bid, which shall be deposited with the awarding public agency as a guaranty; or

2. An irrevocable letter of credit containing terms the Construction and Properties

Division of the Department of Central Services prescribes, issued by a financial institution insured by the Federal Deposit Insurance Corporation or the Federal Savings and Loan Insurance Corporation for the benefit of the state, on behalf of the awarding public agency, in an amount equal to five percent (5%) of the bid. The awarding public agency shall deposit the irrevocable letter of credit with the Division.

b. The cost of republication of the notice to bidders, actual expenses incurred by reason of the bidder's default and the difference between the low bid of the defaulting bidder and the amount of the bid of the bidder to whom the contract is subsequently awarded, but not to exceed the amount of the certified check, cashier's check, bid bond or irrevocable letter of credit may, at the discretion of the awarding public agency, be forfeited to the awarding public agency in the event the apparently successful bidder fails to execute the contract or fails to provide the required bonds or irrevocable letters of credit and insurance to the awarding public agency.

c. The public agency shall, upon receipt of notice from the awarding public agency, return a certified or cashier's check, bid bond, or irrevocable letter of credit to the successful bidder on execution and delivery of the contract and required bonds or irrevocable letters of credit and insurance. Checks of unsuccessful bidders shall be returned to them in accordance with the terms of the bid solicitation.

d. Nothing contained herein shall be construed so as to prevent the awarding public agency or the courts from exonerating the bidder and other parties to the bid security document from liability upon a timely showing that the bidder committed what the courts have determined under the common law to be an excusable bidding error and for that reason it would not be equitable to enforce the bid security.

17. Execution of Contract (Construction Contracts Only as required by law) Title 61 O.S. §113.

a. Except as otherwise provided by law, within the period of time, not to exceed sixty (60) days, specified in the bid notice by the awarding public agency, a contract embodying the terms set forth in the bidding documents shall be executed by the awarding public agency and the successful bidder. No bidder shall obtain any property right in a contract awarded under the provisions of the Public Competitive Bidding Act of 1974 until the contract has been fully executed by both the bidder and the awarding public agency.

b. Except as otherwise provided by law, within the period of time specified in subsection A of this section, the following shall be provided by the contractor to the awarding public agency for contracts exceeding Fifty Thousand Dollars ($50,000.00):

1. A bond or irrevocable letter of credit complying with the provisions of Section 1 of this title;

2. A bond in a sum equal to the contract price, with adequate surety, or an irrevocable letter of credit containing terms prescribed by the Construction and Properties Division of the Department of Central Services issued by a financial institution insured by the Federal Deposit Insurance Corporation or the Federal Savings and Loan Insurance Corporation for the benefit of the state, on behalf of the awarding public agency, in a sum equal to the contract price, to ensure the proper and prompt completion of the work in accordance with the provisions of the contract and bidding documents;

3. A bond in a sum equal to the contract price or an irrevocable letter of credit containing terms as prescribed by the Division issued by a financial institution insured by the Federal Deposit Insurance Corporation or the Federal Savings and Loan Insurance Corporation for the benefit of the state, on behalf of the awarding public agency, in a sum equal to the contract price, to protect the awarding public agency against defective workmanship and materials for a period of one (1) year after acceptance of the project; and

4. Public liability and workers' compensation insurance during construction in reasonable amounts. A public agency may require the contractor to name the public agency and its Architects or Engineers, or both, as an additional assured under the public liability insurance, which requirement, if made, shall be specifically set forth in the bidding documents.

c. A single irrevocable letter of credit may be used to satisfy paragraphs 1, 2 and 3 of subsection B of this section, provided such single irrevocable letter of credit meets all applicable requirements of subsection B of this section. If the contractor needs additional time in which to obtain the bond required pursuant to subsection B of this section, the contractor may request and the awarding agency may allow the contractor an additional sixty (60) days in which to obtain the bond.

d. 1. After the award of a contract, but prior to its execution, an awarding public agency, upon discovery of an administrative error in the award process that would void an otherwise valid award, may suspend the time of execution of the contract. The agency may rescind the award and re-advertise for bids, or may direct correction of the error and award the contract to the lowest responsible bidder, whichever shall be in the best interests of the County.

2. If the awarding public agency has a governing body, the agency shall, at the next regularly scheduled public business meeting of the governing body of the agency, upon the record, present to the governing body that an error has been made in the award process and shall state the nature of the error. The governing body, upon presentation of the facts of the error, may rescind the award and re-advertise for bids, or may direct correction of the error and award the contract to the lowest responsible bidder, whichever shall be in the best interests of the County.

e. No public agency shall require for any public construction project, nor shall any general contractor submit a project bid based on acquiring or participating in, any wrap-up, wrap-around, or controlled insurance program. For the purposes of this subsection, "wrap-up, wrap-around, or controlled insurance program" means any insurance program that has the effect of disabling or rendering inapplicable any workers' compensation, commercial general liability, builders' risk, completed operations, or excess liability insurance coverage carried by a subcontractor that is engaged or to be engaged on a public construction project.

f. This act shall not apply to the public construction projects of constitutional agencies which had authorized a wrap-up, wrap-around, or controlled insurance program on or before April 11, 2000.

SECTION 2 PURCHASING AND BID REGULATIONS

1. Vendors wishing to do business with the County should be included on the “Bidder List” maintained by the Purchasing Department. All vendors are eligible for consideration.

2. Vendors wishing to be added to Oklahoma County’s “Bidder List” can subscribe via e-mail at purchasing@oklahomacounty.org.

3. Removal from “Bidder List”

a. Removal or Suspension.

The Purchasing Agent may remove any vendor on the “Bidders List” for such period of time as is deemed necessary by the Purchasing Agent.

b. Cause for Removal or Suspension.

The following shall be deemed sufficient grounds for removal, suspension or cancellation of award.

mailto:purchasing@oklahoma

1. Three (3) consecutive failures to respond to the Notice to Bid.

2. Failure to post satisfactory performance bond when required.

3. Consistent failure to conform to bid award specifications.

4. Failure to make timely delivery.

5. Failure to keep bid firm for the time specified on the Notice to Bid.

6. Collusion with others to restrain competitive bidding.

7. Bankruptcy or other evidence of insolvency of the bidder.

8. Giving false or misleading information to register or to submit a bid.

9. Any violation of these rules and regulations or other evidence indicating the vendor is no longer qualified to do business with the County.

4. Notice of removal or suspension may be appealed in writing within ten (10) working days after notice of removal or suspension.

2.1 BID REGULATIONS

1. Bid Selection.

a. Unless otherwise provided by law, all public construction contracts exceeding Fifty Thousand Dollars ($50,000.00) shall be let and awarded to the lowest responsible bidder, by open competitive bidding after solicitation for sealed bids, in accordance with the provisions of the Public Competitive Bidding Act of 1974. No work shall be commenced until a written contract is executed and all required bonds and insurance have been provided by the contractor to the awarding public agency.

b. If no timely bid is received after bid notices have been published on any proposed public construction contract which does not exceed Fifty Thousand Dollars ($50,000.00), the County may negotiate the contract with a prospective contractor as outlined in the Public Competitive Bidding Act of 1974, pursuant to Title 61 O.S. §119.1.

2. Bid Form Requirements

a. Submitted bids shall be in strict conformity with the instructions to bidders and shall be submitted on the approved form. All bids, quotations, and proposals shall be typewritten or written in ink. Any corrections to this instrument shall be initialed in ink.

b. This form must be made out in the name of the bidder and must be properly executed by an authorized person, in ink, and notarized with full knowledge and acceptance of all its provisions.

c. Bids and any bid amendments thereto shall be submitted in a single envelope, package, or container and shall be sealed. The name and address of the bidder shall be inserted in the upper left corner of the single envelope, package, or container. BID NUMBER AND BID

OPENING DATE MUST APPEAR ON THE FACE OF THE SINGLE ENVELOPE, PACKAGE, OR

CONTAINER AND MUST BE IDENTIFIED AS “SEALED BID”.

3. Bid Contents

a. Entire Agreement. The General Terms & Conditions of this solicitation, together with the specifications and any other documents made a part of the bid package, shall constitute the entire agreement between the parties.

b. Amendments. An amendment will be issued for any changes or waivers of specifications, terms, or conditions of a bid. This amendment must be issued by the County Purchasing Department.

c. Offer Firm for Thirty Days. Bid prices will be firm until approved by the Board of County Commissioners or for thirty (30) calendar days from the bid opening date.

d. Unit and Total Prices. Prices per unit should be clearly shown and extended. Bidder guarantees the unit price to be correct.

e. Alternate Bids. An alternate bid may be considered when accompanied by complete specifications and pertinent information.

f. Non-Acceptance of Split Award - “All or None Bid”. The Board reserves the right to make an award to items or groups of items listed on a bid. If the vendor wishes to bid All or None this must be stated on the bid.

4. Bid Security. When the bidder makes a deposit, it is a guarantee that, should they be the successful bidder, they will perform in accordance with the terms and conditions specified.

a. This security may be in the form of a certified check or cashier’s check, a bid bond or performance bond.

b. Bid security may be required for out-of-state bidders, service contract bidders and other special circumstances as needed by the County.

c. When bids requiring security are opened, a record will be kept by the County. All bidders will receive their deposit back after compliance by the successful bidder.

2.2 SUBMISSION REGULATIONS

1. Sealed Envelope. Bids must be submitted in a single envelope, package, or container and shall be sealed. The name and address of the bidder shall be inserted in the upper left corner of the single envelope, package, or container. BID NUMBER AND BID OPENING DATE MUST APPEAR ON THE

FACE OF THE SINGLE ENVELOPE, PACKAGE, OR CONTAINER AND MUST BE IDENTIFIED AS

“SEALED BID”.

2. Where to Submit. Bids are to be mailed or submitted to the Oklahoma County Clerk’s Office, ATTN: SEALED BID, 320 Robert S. Kerr, Suite 203, Oklahoma City, OK 73102 between the hours of 8:00 AM and 5:00 PM (Central Local Time) Monday through Friday excluding County observed holidays.

Vendor Name Vendor Address

Oklahoma County Clerk’s Office

ATTN: SEALED BID

320 Robert S. Kerr ,Suite 203 Oklahoma City, OK 73102

Bid #_________________ Date _____ Time ______

3. Change or Withdrawal of Bid. A bid may not be changed or withdrawn after is has been received unless changes are to be made by submission of a substitute bid or a letter may be submitted to the Purchasing Agent withdrawing a bid before the bid due date which will be returned to the vendor.

4. Late Bids. By definition, local time is the time clock located in the Oklahoma County Clerk’s Department and is synchronized with the County’s computer system. The time/date clock in the Oklahoma County Clerk’s Department shall be the official time of receipt. Bids received after the due date & time listed on the solicitation will be rejected. Late bids shall not be accepted. Late bids will be returned to the vendor unopened.

5. Rejected Bids. Any bid which does not meet the requirements or specifications of the solicitation or is unsuitable for the intended use, or does not comply with these rules and regulations may be rejected. The County Commissioners reserve the right to reject any or all bids when such is deemed in the best interest of the County.

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2.3 TERMINATION REGULATIONS

Subject to the provisions below, the award derived from this Invitation to Bid or Request For Proposal may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this award may be extended upon written approval of the County until said work or services are completed and accepted.

1. Termination of Convenience

This award shall be considered to be in force until the expiration date or until 30 days after notice has been given by either party of its desire to terminate.

2. Termination for Default Termination by the County for cause, default, or negligence on the part of the Bidder shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived in the event of Termination for Cause.

3. Termination Due to Unavailability of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the award shall be cancelled and the County will not be obligated to pay the Contractor for any amount past the date of notification of termination. The County shall have sole discretion to cancel said award based on non-appropriation of funds for whatever reason.

4. Immediate Termination Immediate termination shall be administered when violations are found to be an impediment to the function of the County and detrimental to its cause, or when conditions preclude the 30 day notice.

2.4 PROTEST PROCEDURES

A supplier shall submit written notice to the Purchasing Director of a protest of an award by the county within ten (10) business days of award. The supplier protest notice shall state all facts and reasons for protest.

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SECTION 3 SOLICITATION SPECIFICATIONS

Carpet and Flooring Installation

BOARD OF COUNTY COMMISSIONERS

Carpet and Flooring Installation

INVITATION TO BID

Carpet and Flooring Installation Contract Specifications November 1, 2025 through October 31, 2026

Oklahoma County is soliciting bids on the product and installation of Commercial Grade Carpet, Carpet Tiles, Laminate and Ceramic flooring.

All work shall be performed after regular business is concluded, after 5:00 pm and before 7:00 am, Monday through Thursday and after 5:00 pm on Friday and before 7:00 am on Monday (Weekend) Any and all work performed shall not in any way hinder or obstruct normal operations during the business week. Unless otherwise approved.

All work is to be scheduled with the department affected and Facility Maintenance.

Installer will be required to prepare floor by removing old flooring, stripping, patching or cleaning floor.

Installer will be required to dispose of existing flooring, padding and any other debris in a safe and proper manner.

Installer will measure and cut flooring to size.

Installer will transport flooring to installation site.

Installer will lay padding and place carpeting on top of padding, where padding and carpet is required.

Installer will lay flooring product directly to floor where specified.

Installer will cut, trim and stretch flooring to fit along wall edges, openings and projections.

Installer will provide all metal edging or moldings, cove base or base-with-toe, metal door strips, glues and adhesives per manufactures’ specification and tack strip.

Installer will install flooring in a quality craftsmanship manner.

Installer will provide County, at minimum, a 1 year warranty on installation.

Installer may be required to lay carpeting tiles with adhesive.

Installer will provide County with proof of Surety Bond, Liability and Workman’s Compensation Insurance before any work is begun.

Installation will meet The Carpet and Rug Institutes “STANDARD FOR INSTALLATION

SPECIFICATION OF COMMERCIAL CARPET” CRI 104-2002

Vendor shall quote an indefinite quantity for installation, repair, replacement, disposal and other tasks in accordance with the particular job, of carpet and/or carpet tiles, laminate and tile.

Pricing is to be bid PER SQUARE YARD.

Please include with each bid, a list, in order of priority, areas of concern or risks associated with the acceptable performance of this contract.

Services are to begin on date of award through October 31, 2026.

Installer to provide charge (if any) to move furniture, files, office equipment, supplies, etc., if required to lay flooring.

Installer may be requested to examine and measure spaces that require flooring.

Installer (Contractor) must respond with scheduling for assigned projects within 3 business days.

Installer will provide competitive pricing for materials and products outlined in the price sheet.

Installer will provide County, at minimum, the manufacturer’s warranty on materials and supplies.

Carpet and

Flooring Installation November 1, 2026 – October

31, 2026

Flooring Labor:

Removal:

Carpet Removal per Sq Yd

Carpet Tile Removal per Sq Yd

Laminate Removal per Sq Yd

Ceramic Removal per Sq Yd

Installation:

Carpet Installation per Sq Yd

Carpet Tile Installation per Sq Yd

Laminate Installation per Sq Yd

Ceramic Installation per Sq Yd

Miscellaneous:

Floor Prep per pound to include (but not limited to):

remove adhesive, remove pad, application of floor leveler (floorstone)

Labor Charge for Moving Furniture

Labor Charge for Moving Filing Cabinets

Charge for Removal and Reinstallation of Anchored Items (Benches, Jurors Chairs, etc.)

Flooring Materials

1. Broadloom Carpet (Commercial Nylon) 30 oz or better

Brand:

Price: 0 - 1000 Sq Yd.

1000 - 5000 Sq Yd.

5000 - Above Sq Yd.

2. Carpet Tile (Commercial Nylon) 18 oz or better

Brand:

Price: 0 - 1000 Sq Yd.

3. LVT (Luxury Vinyl Tile) (Commercial) 20 mil wear layer (5-10 year warranty)

Brand:

Price: 0 - 1000 Sq Yd.

4. Indoor/Outdoor Floor Tile

Brand:

Price: 0 - 1000 Sq Yd.

5. Cove Base

Price: 0 - 1000 Sq Yd.

6. Roppy Rubber

Price: 0 - 1000 Sq Yd.

7. Adhesive 4# Pail

Price:

Vendor Notes and Exceptions

VENDOR MUST LIST ANY EXCEPTIONS TO BID SPECIFICATIONS:

It is the County's intent that this Invitation to Bid (ITB)/Request for Proposal (RFP) permit competition.

It shall be the bidder's responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this solicitation to a single source. Such notification must be received by the Purchasing Agent not later than fifteen (15) days prior to the date set for bids to close

While Oklahoma County intends to make an award to the lowest and best bidder(s), the various county departments will compare pricing as awarded on this bid to the Oklahoma Statewide contracts. If pricing and availability is determined to be of greater advantage to the department, the county reserves the right to purchase from that statewide vendor under the provisions of Oklahoma Statute Title 19 Section 1501. A. 3.para. l & m. Proper justification will be provided by the end user to the County Purchasing Department before issuance of the purchase order.

*** Questions and Answers: Any questions pertaining to this bid must be submitted no later than 12:00 p.m. Central Daylight Time on October 8, 2025 via email. Send questions to:

Oklahoma County Central Purchasing Attention: Purchasing 320 Robert S Kerr, Suite 203 Oklahoma City, OK 73102 Phone Number: 405-713-1488 Email: purchasing@oklahomacounty.org mailto:purchasing@oklahomacounty.org

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